How to write an invoice that gets paid on time
Invoice requirements, payment terms and the three small things that make customers pay faster.
An invoice is not just an amount. It is documentation for the customer, the basis for VAT, and the only reason you get your money.
What must be on the invoice
- Your company name, address and CVR number.
- The customer's name and address (and CVR, if it is a company).
- Invoice number, sequential, with no gaps.
- Invoice date, and delivery date if different.
- What was delivered: quantity, type and price per unit.
- Amount excluding VAT, VAT rate and VAT amount, total amount.
- Payment terms and payment details.
If the CVR number or the VAT breakdown is missing, the customer cannot deduct the VAT, so they call, and the payment waits.
The payment term is yours, not the customer's
"Net 30 days" is a habit, not a rule. For private customers 8 days is normal; for companies 14. Write the date the payment is due, not only the number of days. And write it in two places: at the top and next to the amount.
Three things that get you the money faster
- Send the invoice the same day the work is delivered. Every day you wait is one more day the customer waits.
- Make it easy to pay: a payment link or MobilePay number in addition to the account number. Many pay the moment they see the invoice, if they can.
- Remind politely on day 1 after the due date, not on day 30. One calm reminder. Most have simply forgotten.
What LegaSum does
In LegaSum you create the invoice from the job; number, VAT and customer details are filled in. The invoice is sent with a payment link, the payment is matched automatically, and once the due date has passed a reminder is created by itself. You see what is unpaid and what is overdue, and you do nothing until a customer stops responding.